Beaverton School District

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1 Beaverton School District Code: EGAB-AR Adopted: 12/82, 8/94 Readopted: 4/1/00, 6/22/06 Orig. Code: MAIL AND DELIVERY SERVICES The Mail Center hours of operation are 6:30 a.m. to 4:30 p.m. The Mail Center is located at 2180 SW 170th Avenue. The Mail Center phone number is It is the intent of the Mail Center to sort all incoming mail and deliver it daily to schools and support buildings. There may be instances when it will take a couple of days to deliver large quantities of incoming mail. Employees should use discretion when reusing inter-school mailing envelopes. Throw away inter-school mailing envelopes when they are ragged and beyond use. If an envelope is flipped over after all the lines are used, it is important to cross out the unused side with a felt tip pen. As of July 1, Inter-school mail will be delivered to central office, schools and support sites each day. Outgoing mail will be collected in the school office daily for couriers to pick up. All sites will also receive daily mail from the US Postal Service. The mailing address of all schools will be Name of Building: School Street Address. Please Note: Expulsion records should not be sent by inter-office mail. MAIL PROCEDURES 1. Mail will be delivered by the United States Postal Service and United Parcel Service to the individual buildings. A courier will pick up PO Box 200 mail at the post office daily for delivery it to buildings. 2. Outgoing mail and inter-school mail will be picked up daily at the building and delivered to the District mail center where it will be sorted. 3. No personal mail of any kind is to be sent through the district's mail center. Any personal mail sent from a school should be placed in the outside mailbox. Employees are responsible for personal postage. 4. All metered mail is required to have the return address in the top left-hand corner and all letters/envelopes must be at least 3.5 inches high and 5 inches long. These are postal regulations. 1-5

2 (continued) BULK MAILING SERVICES - EGAB-AR (cont d.) 5. All FIRST CLASS mailings must be in envelopes or in post card form. Do not fold or staple individual sheets of paper for first class mail. Use an envelope. Bulk mail can be sent in fold form. DO NOT STAPLE as it does not go through the meter machine. 6. All business reply mail, pre-stamped mail and bulky metered letters MUST BE SEALED. Bulky metered letters will not go through the meter machine. 7. Large quantity first-class mailings should be rubber-banded with the flaps down. Please keep large first-class mailings separate in the mail tub or another box. Do not use box lids because they are not sturdy. The District uses first class pre-sort which is a savings to the District. 8. Manila envelopes cost more for postage than regular envelopes. Please use discretion when using manila envelopes for a small quantity of mail that would otherwise fit in a regular envelope. Manila envelopes must be sealed over the clasp for mailing, so the clasp does not show. The clasp cannot go through the postage meter. Manila envelopes are mailed third-class unless otherwise marked. 9. When preparing a regular school year bulk mailing, use the correct bulk mailing procedures. Call the mail center regarding bulk mailings, ext Boxes, packages, film, videos, etc., must be properly prepared for mailing. Use strapping tape. Scotch tape, masking tape or staples are not accepted at the post office. Use mailing labels for addresses. Mark "UPS" on a piece of paper and attach to the box for UPS shipment. Be sure films are sealed correctly. This will ensure accurate delivery of the order. UPS leaves the Mail Center at 3:00 p.m. daily. Articles received after this time will be sent the next business day. 11. Please separate inter-school mail from outgoing first class mail. Inter-school mail must be in an inter-school mailer. Please do not use white letter envelopes unless they are in an inter-school mailer. BULK MAILING PROCEDURES Bulk mailings are sent third class. They are considered lower priority mail. These mailings can take four or five business days to arrive at homes. Bulk mailings need to be at the mail center before 12:00 p.m. so they can be delivered to the post office at 2:00 p.m. If there are several bulk mailings to send, they will go to the post office on a first received basis, and may go to the post office the following day. Whenever possible the third-class mailing permit #76 shall be used on all of the district's large quantity mailings in order to maximize the cost savings between first and third-class rates. Bar coded mailing labels are 2-5

3 required on bulk mailings. 1. A bulk mailing must have a minimum of 200 pieces. 2. Each piece must be identical material, and it must be identical in size and weight. The cleaner the mailing, the better. Do not include pictures or wording below the top of the address label. 3. Each piece must be stamped with bulk mail stamp permit #76 in the top right hand corner. 4. Envelopes must be sealed. The post office and the mailroom are not responsible for materials falling out of envelopes. 5. Tab or tape folded pieces of paper when not using envelopes. NO STAPLES! If the opening of the piece of mail is on the bottom there must be two tabs. If you only have one sheet and the opening is on the top, one tab is acceptable. Two or more sheets of paper require two tabs when opening is top or bottom. 6. Progress reports, report cards or school schedules should be sent first class. You will have to order the labels for first class. 7. The street address of your school must be in the top upper left hand corner. 8. The mailroom needs to know how many pieces there are in two inches. Measure a stack of your mailings against a ruler and count how many in two inches. Your mail piece cannot be more than 1/4 inch thick. When you order your mailing labels, you will need to mark on the form if the mailing is going to be in an envelope, folded, postcard or flats. 9. Your mailing labels will be sent with numbers on them. They will also be sorted by zip code. This is for the tray sequence in your mailing. Please keep the labels in the order that they are sent to you. This is very important in order to send your mailing out correctly. You will have to separate each stack for that tray. Your first label should say in the upper right corner T#1/1 (this means tray #1 and piece number 1). Do not hand address mailings. After sending your downloaded mailing list, please do not add any additional mail pieces to the mailing after you have received your labels as they cannot go out with this mailing. 10. If your mailing is clean and you don't have staples and is taped correctly, you shouldn't have to rubber band them or sticker them. YOUR MAILING HAS TO STAY IN THE ORDER THAT THE LABELS ARE SENT TO YOU OR IT WILL BE SENT BACK TO YOU. 11. If you have a tight time schedule and your mailings need to be sent "First Class" instead of bulk mail, your school's object 0410 account may be charged the difference in cost between the bulk rate and first class. 12. Incorrectly prepared bulk mailings will be returned to the school/department for correction. 13. All bulk mailing should have the Presort Standard rate stamped in 3-5

4 the upper right corner. Bar Coded Labels 1. Bar coded labels are ordered through Mailing Services. 2. Affix mailing labels to newsletters, flyers, envelopes or other material. Keep the mailings in the same order as the labels were printed. 3. Incorrectly prepared mailings will be returned to the building for corrections. 4. Labels take two to four days to print. Always have a supply of labels on hand for mailings. MAILING LABEL REQUEST FORM FILE NAME: (from MGMF screen) SETS # (Additional file you want merged with above file) FILE NAME TO BE MERGED: (from MGMF screen) DATE: (from MGMF screen) RUN TIME: (from MGMF screen) SCHOOL & COSTCNT DATE NEEDED: _ BULK MAIL _ FIRST CLASS _ SORT ORDER (First Class Only) _ PIECES IN 2 INCH STACK (Bulk Mail Only) _ POSTCARD _ ENVELOPES _ FOLDED _ FLATS (manila envelopes) DISTRIBUTION INSTRUCTIONS CALL WHEN READY NAME EXT. MAIL TO - NAME: SCH/DEPT PICKUP DIRECTIONS Please follow these directions so that your labels can be done correctly. Please make sure that you have filled out the "Mailing Label Request Form" completely. This is very important so that they can be downloaded correctly. If you are ordering labels for a bulk mailing make sure you measure how many mailers you have in a 2 inch stack. This is very 4-5

5 important so that you can keep the mailings separated by trays. Please read "Bulk Mailing Procedures: before processing a bulk mailing. If you want labels in other than zip code order please check the (sort order) box. This means that your labels will be sent to you in the way that you have set it up in your file. FAX THIS FORM TO: or SEND INTERSCHOOL MAIL TO MAILING SERVICES. MAILING SERVICES HOURS ARE 6:30 a.m. - 3:00 p.m. LABELS CAN ONLY BE PICKED UP DURING THOSE HOURS. Please try to plan ahead as much as possible. It may take as much or more than a week to get your labels. 5-5

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